ABCs of VA Certification Presentation Created by Jodie Balder NC ELR VETERANS BENEFITS ADMINISTRATION TRACEY GROSS GEORGIA ELR
Communication is Key It is essential to have a good line of communication between the instructors, Bursar’s/business office and School Certifying Officials ~ especially for CH 33 Its also very important to have a good line of communication with your students, your ELR, your SAA, the individual who does your compliance survey and even your fellow Certifying Officials Communication is Key! VETERANS BENEFITS ADMINISTRATION 1
Generally – VA educational assistance has become much more complex in recent years. There are often exceptions and/or rules frequently change so Generally is a very important word for VA! 2
VA ACRONYMS • ELR – Education Liaison Representative. The primary VA education contact in each state – Me! • Certification related questions and VA Once issues come to me. • ECSS – Education Compliance Survey Specialist. Conducts VA compliance surveys and helps you keep your records in compliance with the law – Bill Humble, Mike Rogers; The “Atlanta 6” • SAA – State Approving Agency. They approve programs & conduct VA compliance surveys – Mr. Larry Edwards and Staff • • Approval related questions go to your SAA Compliance Coordinator. Compliance questions should be directed to the individual (SAA or VA) who conducted your compliance survey audit. • RPO – Regional Processing Office. The VA office which processes VA education claims - For GA it is now the Muskogee Oklahoma RPO • Do. D – Department of Defense – The military • DMC – Debt Management Center. Handles debt collection for VA VETERANS BENEFITS ADMINISTRATION 3
VA ACRONYMS • IHL – Institution of Higher Learning. Colleges & universities- Degree granting • NCD – Non College Degree. Schools offering diplomas and certificates • TIMS – The Information Management System. Basically its a student’s electronic file at VA. It houses a student’s application, school certs etc. • BDN – Benefits Delivery Network. Computer system where non CH 33 claims are processed and all payments are made. • LTS – Long Term Solution. Computer system where Ch 33 is processed • WEAMS – Web-Enabled Approval Management System. Our VA database of school approval information. – Public version available on the GI Bill Website VETERANS BENEFITS ADMINISTRATION 4
VA TERMINOLOGY • Enrollment Cert – VA Form 22 -1999 “Enrollment Certification. ” Tells VA about each student’s program, pursuit, etc. Now sent through VA Once. • Notice of Change – VA Form 22 -1999 b “Notice of Change in Student Status. ” Tells VA about any change in a student’s enrollment. Now sent through VA Once. • VA-ONCE - Web based program that allows schools to certify VA enrollments (1999 or 1999 b) electronically. • • • LDA/EFF Date – Last Date of Attendance and/or effective date of the change in enrollment RES – resident (seated) credit hours DIST – distance learning (online, independent study and hybrid that do not qualify as resident training) R/D – Remedial of Deficiency course credits (cannot be certified if online/indep study in whole or in part) CLOCK – clock hours per week (only for courses approved in clock hours) NEVER add credits together - All fields are separate TIP: There is a very good power point for VA Once on the GI Bill Website in the School Administrators school Training Resources section VETERANS BENEFITS ADMINISTRATION 5
VA TERMINOLOGY • Drop/Add - The period during which a student can drop a course without academic penalty – For VA purposes cannot exceed 30 days – If drop occurs within drop/add VA pays through LDA • Punitive Grades - grade used in determining the student's overall progress toward completion of the school's requirements for graduation - failing grade – VA pays through LDA • Non-Punitive Grades – grade that doesn’t count as earned credit and isn’t considered in progress standards for graduation – VA may require student to repay benefits for the entire class. • Six Credit Hour Exclusion –VA can excuse up to 6 credits without asking the reason – For 1 st drop only! • Mitigating Circumstances – The reason for dropping a class – If acceptable, VA pays through LDA – If not acceptable student generally must repay VA for entire course VETERANS BENEFITS ADMINISTRATION 6
VA TERMINOLOGY • Entitlement – The number of months of full time benefits remaining to a student. ¨ Delimiting Date – Use it or lose it date, the date on which an eligible person loses is not longer eligible to use the entitlement (s)he hasn’t used. Entitlement and Eligibility are different for each chapter & often different for individuals using the same chapter • • Sometimes this info is available on a student’s “VA DATA” tab in VA Once. A student’s COE and/or award letter provides this information as well as CH 33 eligibility percentage. Students can also access this info in WAVE or e-benefits. • WAVE – Web Automated Verification of Enrollment. Enables NON CH 33 students to verify their enrollment on-line at the end of each month to receive payment. Students can also call this toll-free automated phone number to verify: 1 -877 -823 -2378 VETERANS BENEFITS ADMINISTRATION 7
VA TERMINOLOGY BAH/BHA/MHA/Housing – The monthly payment made to students under CH 33 – – Must be greater than 50% Rate of Pursuit (ROP) to qualify Prorated by eligibility percentage & ROP Kicker – Also called Army or Navy College Fund. The Department of Defense determines eligibility – Chapter 1606 kickers can be paid on a Chapter 30 or *33 award – Chapter 30 kickers can paid under Chapter 30 or *33 – *Effective 8/1/12, kickers under a non-relinquished benefit are no longer paid under CH 33 • Paid monthly under all chapters • Prorated based on Training Time for non CH 33 s or Rate of Pursuit (ROP) for CH 33 s Buy-Up – Additional amount (up to $600) paid by a service person to increase their monthly rate under Chapter 30 or REAP only – Buy Up is NOT payable at all under CH 33 Advanced Pay – Payment of the 1 st fractional month and the following full month of an enrollment. – Payment mailed to school before the beginning of classes for release to students who have completed registration – Not available for CH 33 VETERANS BENEFITS ADMINISTRATION 8
VA TERMINOLOGY • Parent or Primary School – School granting the degree • Secondary School – School at which a student is taking courses to transfer back to the Parent School – Must have Parent school letter from Parent School SCO before certifying student • Guest Student – A student who’s not pursuing a program at the school, but is taking courses to be transferred into a program at the Parent school • Parent School Letter – Lists the name & course number of each course taken at the secondary school that will receive full credit in the student’s program (sample letter can be found on page 60 of the SCO Handbook) NOTE: Each SCO can only certify courses taken at their school VETERANS BENEFITS ADMINISTRATION 9
QUESTIONS VETERANS BENEFITS ADMINISTRATION 10
Keep VA Informed of Each Student’s Enrollment Status • Submit enrollments within 30 days after the start of the term – Unless you don’t have required documentation or student makes request > 30 days into the term • Report all enrollment changes within 30 days of the change • Monitor classes pursued – ONLY those subjects which apply to the student’s program and – Which the student has not already successfully passed can be certified to VA Exception: Can Round Out in their last term before graduation Round Out • Monitor student’s grades per your school’s policies & SAA/VA policies to insure satisfactory progress and report probation & unsatisfactory progress to VA. – Probation is reported via Right Now Web ~ RNW (See page 15 in SCO Handbook) RNW – Generally, students can be certified for 2 terms/2 months while on probation (Check SAA approval letter and/or probation addendum) – Suspension/unsatisfactory progress is reported via VA Once – Terminate the last term/month for which the student is eligible for payment VETERANS BENEFITS ADMINISTRATION 11
Unsatisfactory Progress, Attendance or Conduct (page 78 in SCO Handbook) Reporting Unsatisfactory Conduct, Progress, or Attendance in VA-ONCE • Unsatisfactory Progress (Academic Suspension) must be reported to VA as a termination. • Terminate the last term/month for which payment is due • EXAMPLE: If suspension follows the fall semester terminate fall semester and choose “Unsatisfactory Attendance, Conduct, or Progress” as the reason – LDA/EFF date = last day of the fall term VETERANS BENEFITS ADMINISTRATION 12
Keep SAA Informed of School Changes • New programs and changes in current programs – Non Deemed approved must report changes to all programs – Deemed approved must report changes to NCD and contracted programs • Changes to Calendars • Changes in academic policies and procedures • Changes of address or phone numbers • changes to certifying officials - addition or deletion (VA & SAA) via 22 -8794 • Any other information the SAA requires Important: Keep a copy of your SAA approval handy. Many questions regarding, unsatisfactory progress, transcripts etc. are answered in your approval. VETERANS BENEFITS ADMINISTRATION 13
Keep VA Informed of Each Student’s Enrollment Status • Submit certs as early as possible (generally 120 days prior to 30 days after the start of the term) BUT for CH 33 – Only certify confirmed T&F – If you don’t have confirmed T&F, submit with $0 so student gets books & BAH on time – Then “amend” to add T&F once confirmed* • Submit certs with actual number of credit or clock hours – – • Do not add different types of hours together Do not certify “equivalent” credits for non standard terms - VA will do the calculation If certifying a clock hour program, certify the clock hours per week Fields with an * require an entry Remember to submit! – If the status code is a 3 or lower, you have not submitted anything to VA – Click on the purple status code box near the VA icon in the upper right corner of your screen for a flow chart that tells you what each status code means VETERANS BENEFITS ADMINISTRATION 14
Keep Supervisors Apprised of Internal Problems • Failure of records office to inform you of grades, grade changes, academic problems, etc. • Failure of instructors to inform you of attendance/attendance problems. • Failure of other offices to inform you of new programs, changes in current programs, etc. • Issues with Annual Reporting fee usage Important: Ch 33 has made it crucial to interact closely with accounting, Bursar and Business offices. VETERANS BENEFITS ADMINISTRATION 15
Keep Informed of VA Rules & Policies • Complete the VA on-line SCO training • Read and maintain my VA bulletins • Read and reference the SCO Handbook (always access online!) • Utilize the VA Once Power Point on the GI Bill Website • Attend VA and SAA training opportunities • Utilize the SCO Hotline for simple inquiries & payment status questions: 1 -855 -225 -1159 *For SCOs ONLY* • Email or call me if you have certification questions, more complicated questions and/or VA Once questions or issues VETERANS BENEFITS ADMINISTRATION 16
Questions? VETERANS BENEFITS ADMINISTRATION 17
CHAPTERS ~ Pay Student (Comparison on page 26 of SCO Handbook) You are NOT required to determine eligibility! v All chapters below pay the student directly. NO payment to the schoolv Congress sets monthly payment rates each year effective 10/1 • Chapter 30/MGIB – Montgomery GI Bill: Voluntary active duty and/or veterans with active duty after 6/30/85 • Chapter 1606/MGIB-Selected Reserve: Voluntary reserve/guard w/ 6 -year contract • *Chapter 1607/REAP–Reserve Educational Assistance Program: Reserve/guard involuntarily called to active duty for contingency operation for at least 90 days • Chapter 35/DEA - Survivors’ & Dependents’ Educational Assistance Program: Dependents of service connected disabled or deceased veterans – NOTE: Certified under the vets VA File Number & has a payee # VETERANS BENEFITS ADMINISTRATION 18
Montgomery GI Bill®– Active Duty (Chapter 30) Ø Generally, first entered active duty after 6/30/85. Ø Did not decline the MGIB it during an open season. Ø Generally paid $1, 200 into program. Ø Entitlement is generally 36 months of full time benefit payments. Ø Delimiting date is 10 years after last release from active duty. Ø Student paid based on ‘ Training Time. ’ Ø Certified under their SSN Payment. Rates can be found at: http: //www. benefits. va. gov/gibill VETERANS BENEFITS ADMINISTRATION 19
Montgomery GI Bill®– Selected Reserve(Chapter 1606) Ø Eligible individuals in the Reserve or Guard with a six-year contract. Ø Officers must agree to serve 6 years in additional to original obligation. Ø Eligibility is solely determined by Do. D. Ø Entitlement is generally 36 months of full time benefit payments. Ø Eligibility generally ends when they leave the Selected Reserve. Ø Student paid based on ‘ Training Time. ’ Ø Certified under their SSN Payment. Rates can be found at: http: //www. benefits. va. gov/gibill VETERANS BENEFITS ADMINISTRATION 20
Reserve Educational Assistance Program – REAP (Chapter 1607) Ø Sunset provision has ended this program for most claimants Ø If student was attending the semester, quarter, or term that immediately preceded 11/25/15, they may continue to receive REAP benefits Ø VA must have received their application for benefits prior to 11/24/15 Ø Individuals who were called to active duty for at least 90 days after 9/11/01, in response to a war or national emergency. Ø Eligibility is solely determined by Do. D o DHS. Ø Entitlement is generally 36 months of full time benefit payments. Ø Eligibility generally ends when they leave the Selected Reserve, or IRR if called up from the IRR. Ø Student paid based on a percentage of the CH 30 rate (40%, 60% or 80%) based on length of call up and ‘ Training Time. ’ Ø Certified under their SSN Payment Rates can be found at: http: //www. benefits. va. gov/gibill VETERANS BENEFITS ADMINISTRATION 21
Dependents’ Educational Assistance Program – DEA (Chapter 35) Ø Child, spouse or surviving spouse of veteran who died in line of duty on active duty, is permanently and totally service-connected disabled (P&T), died of service-connected P&T cause, or died while totally and permanently serviceconnected disabled. Ø Entitlement is 45 months of full time payments. Ø Receive an additional 5 months of benefits to use for high school or remedial/deficiency training. Ø GENERALLY, eligibility ends 10 years from date of eligibility for spouses and 8 years from date of eligibility for children, but (for children) not beyond age 31. Ø IMPORTANT: Certified under the Veteran’s SSN or an 8 -digit VA assigned VA File number. Ø Each dependent is also has a Payee Number. Ø Student paid based on Training Time. VETERANS BENEFITS ADMINISTRATION 22
Certifying in VA Once Chapters 30 (MGIB), 1607 (REAP), 1606 (MGIB Selected Reserve) and Ch 35 (DEA): Ø Generally do not need to certify T&F Ø Exceptions: Exceptions Ø Active duty students Ø Students training at < ½ time Ø When T&F are needed certify CHARGED T&F Ø Generally do not need different types of hours broken out Ø Exception: Ø CH 35 students need resident and rem/def hours separated out Ø Online/distance/indep study only needs to be separated out for CH 33 students Ø For all other chapters can certify both types of credits under resident VETERANS BENEFITS ADMINISTRATION 23
CHAPTERS ~ pay student & school (Comparison on page 26 of SCO Handbook) *All chapters below make payments to both the student & school* • Chapter 31 - Vocational Rehabilitation & Employment: Separate processing division from other chapters & not an automatic benefit. • Chapter 33 - Post 9/11 GI Bill: Active duty and/or veterans with at least 90 days service after 9/11/01 Transfer of Entitlement (TOE): Benefits transferred by a CH 33 eligible person to their children and/or spouse while in the Armed Forces - Can only transfer a total max of 36 months to all dependents FRY Scholarship: Benefit for the children of an individual killed on active duty since 9/11/01) And spouses for terms effective 1/1/15 - Each dependent gets 36 months of benefits Both FRY & TOE are certified under the student’s SSN with no payee # VETERANS BENEFITS ADMINISTRATION 24
Bar to Duplication of Benefits Although a student may be eligible for more than 1 chapter they cannot receive benefits under more than one program at a time – • Students may generally receive up to 48 months of full time benefits if eligible for more than one chapter – • • Exception-ish A CH 31 Voc Rehab student can receive the CH 33 BAH in : lieu of the CH 31 monthly stipend if they have at least 1 day remaining entitlement under CH 33 For active duty starting on/after 8 -1 -11, student cannot use one period of service to establish eligibility to more than one chapter Entitlement transferred to an individual does not count against the Transferee’s 48 months ee Entitlement transferred out to another individual does count against the Transferor’s 48 months or IMPORTANT: This topic has become quite complex – its always best to ask! VETERANS BENEFITS ADMINISTRATION 25
Certifying in VA Once Chapters 31 Voc Rehab (VR&E) Ø Questions related to how to certify in VA Once come to me Ø Questions related to what to certify in VA Once must be directed to the Voc Rehab Counselor Chapters 33 Post 9/11: Ø T&F are always needed Ø Certify NET T&F Ø Must deduct Federal Aid (other than Title IV FA) Ø Must deduct other aid marked solely for T&F use Ø Generally do not need different types of hours broken out Ø Exception: Ø CH 33 students need online and resident hours separated out VETERANS BENEFITS ADMINISTRATION 26
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Questions? VETERANS BENEFITS ADMINISTRATION 28
CH 33 Post 9/11 GI Bill ~ ELIGIBILITY (starts on page 28 of SCO Handbook) Program came into effect August 1, 2009 • Individuals who served on active duty after 09/10/01 may be eligible for the Post-9/11 GI Bill if the individual: – Served for an aggregate period of at least 90 days OR – Served for at least 30 continuous days on active duty and were discharged due to a service connected disability and – Received an honorable discharged • The % they are entitled to is based on how much qualifying active duty time they had after 9/11/01 • All payments (to student & school) are prorated based on the eligibility % • Individuals eligible at the maximum benefit level receive 100% of the benefits payable - That does NOT always mean 100% of T&F! VETERANS BENEFITS ADMINISTRATION 29
Eligibility & Entitlement Service Requirements (after 9/10/01 an individual must serve anaggregateof) % of Maximum Benefit Payable At least 36 months(1) 100 At least 30 continuous days on active duty (Must be discharged due to service-connected disability) 100 At least 30 months, but less than 36 months(1) 90 At least 24 months, but less than 30 months(1) 80(3) At least 18 months, but less than 24 months(2) 70(3) At least 12 months, but less than 18 months(2) 60 At least 6 months, but less than 12 months(2) 50 At least 90 days, but less than 6 months(2) 40 (1) Includes entry level and skill training (2) Excludes entry level and skill training (3) If the service VE requirements are met at both the 80 and 70 percentage level, the maximum percentage of 70 must be R 0 applied to amounts payable 625 VETERANS BENEFITS ADMINISTRATION 09 EL 30
CH 33 Post 9/11 GI Bill ~ ELIGIBILITY Entry level and skill training are defined as follows: § ARMY: Basic Combat Training & Advanced Individual Training § NAVY: Recruit Training (Boot Camp) & Skill Training (“A” School) § AIR FORCE: Basic Military & Technical School § MARINE CORPS: Recruit Training & Marine Corps (or School of Infantry Training) NOTE: Entry level and skill training are not deducted for involuntary call ups. VETERANS BENEFITS ADMINISTRATION 31
CH 33 Post 9/11 GI Bill ~ ELIGIBILITY Individuals who: Enlisted under the Student Loan Repayment Plan Received an ROTC scholarship Graduated from a service academy CAN qualify for Ch 33 BUT the time spent satisfying the active duty obligation does not count toward Ch 33 Student Loan Repayment ~ deduct 3 years ROTC scholarship deduct ~ 4 years Graduated from a service academy ~ deduct 5 years VETERANS BENEFITS ADMINISTRATION 32
CH 33 Post 9/11 GI Bill ~ When do benefits begin? Post-9/11 GI Bill® payments may be paid the later of: – The date the individual became eligible for chapter 33 (generally after 90 days of creditable active duty) – One year before the date the application with a valid election was received – The effective date of the election as requested by the claimant – The begin date of the term – The date the program became approved NOTE: Payments are prorated for enrollments that begin prior to the effective date to receive Post-9/11 benefits VETERANS BENEFITS ADMINISTRATION 33
CH 33 Post 9/11 GI Bill ~ ELECTIONS • ELECTION: Individuals eligible for CH 33 AND one of the other Chapters must make an irrevocable election to receive benefits under CH 33 • If eligible for more than one chapter other than Ch 33, only one chapter needs to be relinquished. • Relinquishment: once the student “gives up” the selected benefit of his/her choice, the student cannot use that benefit again • Once processed the election date cannot be changed • Election requests can be withdrawn if the RPO receives the request before a certificate of eligibility is issued or a payment is processed • In writing, via phone, email or RNW VETERANS BENEFITS ADMINISTRATION 34
CH 33 Post 9/11 GI Bill ~ ELECTIONS § Important! Individuals who elect to receive Ch 33 in lieu of Ch 30 benefits are limited to their remaining Ch 30 entitlement at the time of the election: – If they have even one day remaining under CH 30 that is all they will receive under CH 33 – If they exhaust all of their CH 30 they can receive up to 12 months under CH 33 – If a student exhausts CH 30 payment will be extended through the end of the term – Student may want to wait until the term during which CH 30 exhausts is completed before switching – This only applies to a CH 30 to CH 33 switch and – Only applies to individuals who had an EOD before 8/1/11 VETERANS BENEFITS ADMINISTRATION 35
CH 33 Post 9/11 GI Bill ~ ENTITLEMENT • IMPORTANT: Individuals with an enter on active duty date (EOD) on/after 8 -1 -11, cannot use the same period of service to establish eligibility to CH 33 & CH 30, CH 1606 or CH 1607. – They must make an election to which benefit the service should be credited when they apply to VA. – If all active duty starts on/after 8 -1 -11, student cannot qualify for more than one chapter and cannot receive more than 36 months of benefits. – CH 31 Voc Rehab and/or entitlement based on another individual's service is not included in this prohibition – This does not affect periods of active duty that started prior to 8/1/11. – This does not affect immediate reenlistments, which are counted as separate periods of service. § Individuals have 15 years from their last discharge to use CH 33 § Individuals will generally receive 36 months of full time benefits under Ch 33 VETERANS BENEFITS ADMINISTRATION 36
Questions VETERANS BENEFITS ADMINISTRATION 28
CH 33 Post 9/11 GI Bill ~ STUDENT Payments STUDENT • Monthly Housing (BAH/MHA) if eligible • • • VETERAN must be training at greater than 50% Rate of Pursuit (ROP) to qualify Based on the Military housing rate of an E-5 with dependents Determined by the zip code of the school (zip based on facility code) ½ the national average if training solely on-line (any combo gets resident rate) Prorated by eligibility % and ROP Books & Supplies Stipend: • IHL: Pays lump sum = $41. 67 per credit up to a max of $1000 per academic year (24 cr) • NCD: Pays lump sum = $83 per month (except flight) up to a max of $1000 per academic year • Prorated by eligibility % only • Licensing/Certification and/or National tests paid up to $2000 each • • Licensing & Certification tests such as Microsoft, NCLEX, Airframe & Power Plant etc National Tests such as LSAT, GMAT, TOEFL etc Pays for test only - not prep courses (other than for BAR & CPA), books or other related costs Charged 1 month of benefits for each $1832. 96 paid (if pmt is < $1832. 96 still charged 1 month!) – Rate changes each 8/1 • Student applies for reimbursement - School does NOT certify VETERANS BENEFITS ADMINISTRATION 38
Post-9/11 Chapter 33 Payment Flow Housing Payments are generally distributed the last week of the month FALL: Books & % Housing Aug Full Housing Sep Full Housing Prorated Housing Oct Nov Dec SPRING: Books & % Housing Jan Keys to success: - Students Register for classes Early - Schools certify in VA Once early (without T&F if needed) - Schools amend cert when T&F are determined** VETERANS BENEFITS ADMINISTRATION 22
Payment Timing Under Chapter 33 Currently there are no “Advance Payments” under Ch 33 However, when certification information is received and processed before the term begins, these payments may be released 15 days in advance of the beginning of the term: • Books and Supplies • Tuition and Fees • Yellow Ribbon (IHLs only) IMPORTANT: If you send in an amended or adjusted cert before these payments are released, their release will be suspended until the changed certification is processed. VETERANS BENEFITS ADMINISTRATION 40
CH 33 Post 9/11 GI Bill ~ STUDENT Payments STUDENT • Work Study • Must be training at 75% Rate of Pursuit (ROP) or greater • Tutorial Assistance • Must be training at 50% Rate of Pursuit (ROP) or greater • Kicker/College Fund • • • Kickers under a non-relinquished benefit no longer paid on CH 33 Prorated based on Rate of Pursuit only Also paid to spouse or child under TOE • $600 Buy Up is not payable and no refund is given • Refund of Applicable % of CH 30 contributions • Only if ALL CH 33 entitlement is exhausted and • Only if the vet exhausts the CH 33 (cannot be exhausted by dependent under TOE) VETERANS BENEFITS ADMINISTRATION 41
CH 33 Post 9/11 GI Bill ~ SCHOOL Payments SCHOOL (Starts on page 30 of SCO Handbook) • TUITION ~ The actual established charges a student is required to pay as defined in the school’s catalog/supplement & listed as tuition on the billing statement • FEES ~ Any mandatory charges (except tuition, room and board) charged to all students in that program including, but not limited to: Orientation/registration Fees as long as they are attached to a term Lab fees & Technology fees Kit or supplies fees that are mandatory & required to be purchased from the school If a student can opt out of a fee its not mandatory • Health Insurance fees can be certified if the student did not opt out/waived • Graduation fees can only be certified if mandatory and attached to a term • Parking or transportation fees can be certified if all students are charged – The following fees are never certifiable • Application fees • Penalty fees (late registration, Course add/drop fees or overload fees etc) – – NOTE: If the fee is not paid to the school it is not certifiable! VETERANS BENEFITS ADMINISTRATION 42
CH 33 Post 9/11 GI Bill ~ SCHOOL Payments • NET TUITION and FEES = The actual net cost of T&F certified to VA after deducting: – Any Federal funds (such as ROTC, MYCAA, HPSP, GETA etc) – Any military Tuition Assistance (TA) or – Any aid/grant/waiver from a state , institutional, employer, local or private entity paid directly to the school and marked for the SOLE PURPOSE OF DEFRAYING TUITION & FEES • EXCEPTIONS ~ The following types of aid do not have to be deducted: – ANY Title IV Financial Aid under Section 401(b) of the Higher Education Act of 1965 including but not limited to: • Pell Grants • Stafford Loans, FFEL, PLUS Loans – Any other loans – Any state, institutional, employer, local or private aid not marked solely for T&F VETERANS BENEFITS ADMINISTRATION 43
CH 33 Post 9/11 GI Bill ~ SCHOOL Payments SCHOOL Academic year = 8/1 to 7/31 of following year • Tuition and Fees Paid to School – Public IHL: • Pays full NET in state T&F • Prorated if student is less than 100% eligible • If not “covered” under Section 702 of the Choice Act, can use Yellow Ribbon if 100% eligible, out of state student and school participates – Private IHL: • Pays T&F up to the max for the academic year • Prorated if student is less than 100% eligible • Can use Yellow Ribbon if 100% eligible, T&F exceeds max and school participates • Effective 8/1/16 academic year max is $21, 970. 46 VETERANS BENEFITS ADMINISTRATION 44
CH 33 Post 9/11 GI Bill ~ SCHOOL Payments SCHOOL Academic year = 8/1 to 7/31 of following year • Tuition and Fees Paid to School – NCD School: • Pays T&F up to the max for program for clock hour programs not on terms/mods etc • Max based on academic year student started training • Prorated if student is less than 100% eligible • Pays T&F up to the max for the academic year for programs on terms/mods etc • Prorated if student is less than 100% eligible • Cannot use Yellow Ribbon if T&F exceeds max • Effective 8/1/16 academic year max is $21, 970. 46 – Vocational Flight School • Pays T&F up to the max for program based on academic year student started training • If program spans the academic year there are no additional funds • Effective 8/1/16 academic year/program max is $12, 554. 54 VETERANS BENEFITS ADMINISTRATION 45
Yellow Ribbon (YR) Private Colleges Public Colleges CH 33 pays NET T&F up to a yearly cap CH 33 pays full NET instate T&F Current cap = $21, 970. 46 After the cap is reached, and for the remainder of the academic year, VA will pay nothing for T&F unless YR is payable: - Only IHL Schools - Student must be 100% eligible - Only Veterans, TOE dependents of Veterans & TOE children of Active Duty VA will match school contribution, up to ½ of the unmet T&F charges VETERANS BENEFITS ADMINISTRATION Out of state students, who are not ‘covered’ under Section 702 of the Choice Act, can participate in YR to cover the Out of State Charges. - Only IHL Schools - Student must be 100% eligible - Only Veterans, TOE dependents of Veterans & TOE children of Active Duty VA will match school contribution up to ½ of the unmet T&F charges NOTE: Section 702 only applies to ‘covered’ Veterans/dependents under CHs 30 and 33. Active duty and non ‘covered’ CH 33 students 46 may still need/use YR.
CH 33 Post 9/11 GI Bill ~ SCHOOL Payments • FLAT RATE T&F ~ If a school charges a flat rate tuition amount for modulated terms: – Divide the total T&F charged by the minimum number of hours required for full time – Multiply that per credit cost for each modulated term up to the minimum number of credits for Full Time – No T&F should be certified for subsequent hours pursued • EXAMPLE: – The College charges flat T&F of $6250 per term for 12 -18 hours – Each term has 3 five-week sessions – The student is enrolled in 9 CR in term 1 and 3 CR each in terms 2 and 3 • $6250/12 = $520. 83/credit hour – $520. 83 x 9 = $4687. 50 – $520. 83 x 3 = $1562. 50 VETERANS BENEFITS ADMINISTRATION 47
QUESTIONS VETERANS BENEFITS ADMINISTRATION 48
CH 33 Post 9/11 GI Bill ~ TOE ELIGIBILITY • Do. D may allow an individual to elect to transfer entitlement to one or Do. D more dependents if he/she: – served at least 6 years in the Armed Forces; and – Agrees to serve at least another 4 years in the Armed Forces • Originally 1 permanent & 5 temporary exceptions to the rules above. Effective 8/1/13, only permanent exception still in effect – Permanent Exception: If Transferor has 10 years of service & is unable to serve additional 4 years due to policy or statute but agrees to serve the max allowed – May have to pay back money if unable to serve the full additional time required • Overpayment effective the date the Transferor does not fulfill the 4 year obligation • Both Transferor & Transferee are legally responsible for the debt • Can only add dependents while in the Armed Forces VETERANS BENEFITS ADMINISTRATION 49
CH 33 Post 9/11 GI Bill ~ TOE ELIGIBILITY • Can transfer entitlement to spouse and/or children in any combination. – Cannot transfer more entitlement than they have remaining • If both the Veteran and transferee(s) are attending school and entitled to BAH, all will receive their own BAH • Paid the E 5 w/ dependents rate based on the zip code of their school • The transferor can revoke or modify the transferred benefits at any time – Through the TOE website if in the Armed Forces – By writing VA in no longer in the Armed Forces • Transferees apply on a E 1990, or through VONAPP If you have entitlement questions when a student is eligible for TOE, FRY, CH 35 or CH 33 based on their own service contact me as there are many variables VETERANS BENEFITS ADMINISTRATION 50
CH 33 Post 9/11 GI Bill ~ TOE ELIGIBILITY SPOUSES: • May use transferred benefits after Transferor had 6 years of service. • Is paid as the transferor would be – Spouse is paid as Transferor would be (i. e. if Transferor on active duty no housing) • Delimiting Date: Can use the benefit for up to 15 years after the transferor’s latest qualifying discharge. • No provision for an extension of entitlement or delimiting date – • Exception: Individuals who acted as the primary caregiver for a veteran or member of the Armed Forces may be entitled to an extension of their delimiting date Under law, benefits are not marital property and are not subject to division in a divorce or other civil proceedings but must be officially revoked to terminate spouses right to use them VETERANS BENEFITS ADMINISTRATION 51
CH 33 Post 9/11 GI Bill ~ TOE ELIGIBILITY CHILDREN: • Transfer must occur before the age of 23 • Cannot use the benefit until the transferor has served 10 years • May not use the benefit until he/she has a secondary school diploma (or equivalency certificate/GED), or reached 18 years of age. • Is always paid as if the transferor is a veteran (i. e. will be entitled to BAH Is always paid as if the transferor is a veteran even if transferor is on active duty). • Delimiting Date: Not subject to the 15 -year delimiting period, but may not use the benefits after age 26. • No provision for an extension of entitlement or delimiting date – Exception: Individuals who acted as the primary caregiver for a veteran or member of the Armed Forces may be entitled to an extension of their delimiting date VETERANS BENEFITS ADMINISTRATION 52
CH 33 Post 9/11 GI Bill ~ FRY SCHOLARSHIP ELIGIBILITY Dependents of active duty members who die in the line of duty after 9/10/01 Each dependent gets 36 months of CH 33 at 100% level Children: Surviving Spouse: • Can use the benefit beginning on their 18 th birthday/high school graduation/GED • Can use the benefit beginning date of death BUT only for terms/training that start 1/1/15 or later • Can use the benefit through age 33 • Can use the benefit for 15 years from date of death • Marriage does not terminate eligibility • Marriage does terminate eligibility • Apply on a VA Form 22 -5490 or online through VONAPP VETERANS BENEFITS ADMINISTRATION 53
Questions VETERANS BENEFITS ADMINISTRATION 54
IDENTIFYING PAYMENTS FROM VA • VA is now requiring all schools to receive CH 33 payments via direct deposit. • VA mails each School Certifying Official a weekly report known as the Vet Rep Listing Report. This report lists all VA education benefits your students are receiving – Monthly payments sent to Non CH 33 students will be listed – BAH/Books & Supplies payments sent to CH 33 students will not be listed • T&F payments made to the school will be listed on the report in a subsection titled "Chapter 33 Tuition and Fees, and Yellow Ribbon Payments. “ • If you see a payment on the report for any student who is not enrolled at your school: • • If the student was certified for that term but withdrew verify that the student’s certification has been terminated in VA Once If the student was not certified for that term contact me VETERANS BENEFITS ADMINISTRATION 55
IDENTIFYING PAYMENTS FROM VA • VA makes one Automated Clearing House (ACH) deposit for the T&F payment and one for the Yellow Ribbon payment (if applicable), directly into the school's financial account for each certified Chapter 33 student • The direct deposit payment will include an addenda field with the student's identifying information. The addenda will include: – the student's VA file number, – the student's name (up to 20 characters), and – the term dates for the payment NOTE: VA CANNOT make a CH 33 payment without attaching this information • Schools may have to request the addenda information from their bank. • • Please request that your financial institution provide this information in a readable format so that you will be able to match the payment with the student Your bank may charge for this information NOTE: If your direct deposit information changes please notify me as soon as possible VETERANS BENEFITS ADMINISTRATION 56
CH 33 Post 9/11 GI Bill ~ DEBTS REDUCTION = Student w/d from 1 or more classes but remained in 1 or more classes WITHDRAWAL = Student completely stopped attending (remained in NO classes) – The SCHOOL is responsible for a T&F debt in the following scenarios: • • The student never shows up for a term/session/period certified at all (i. e. complete no show) The student shows up for the first day of classes and never returns (i. e. complete withdrawal) The school amends T&F certified with no change to credit or clock hours* The school is paid for the wrong student or is overpaid due to VA error – The STUDENT is responsible for T&F debts in the following scenarios: • The student reduces his/her credit or clock hours, regardless of when the reduction occurs reduces • *If an amendment to an adjustment is made, debt is placed on school • The student attends more than the first day of class and then withdraws – The STUDENT is always responsible for housing & book/supplies debts • If the student attends more than the first day of class there will be no book debt VETERANS BENEFITS ADMINISTRATION 57
QUESTIONS VETERANS BENEFITS ADMINISTRATION 58
Non Ch 33 Determining Training Time- NON CH 33. The rate of a student’s training, determined by the number of credit or clock hours the student takes. **TT determines the monthly rate of payment and entitlement charge Credit Hour courses: Clock Hour courses: Credit Hour courses when 12 is full-time over a standard length term: 9 -11 credits = 3/4 6 -8 credit = 1/2 4 -5 credits = < than 1/2 but > ¼ 1 -3 credits = 1/4 VETERANS BENEFITS ADMINISTRATION 59
Ch 33 Rate of Pursuit Clock Hour Measurement Rate of Pursuit (ROP) – CH 33. Calculated by dividing hours pursued by the number of hours considered to be full-time by the school. The resulting percentage is the student’s rate of pursuit (ROP). VETERANS BENEFITS ADMINISTRATION 60
CH 33 Rate of Pursuit Credit Hour Measurement • Rate of Pursuit (ROP) – CH 33. Calculated by dividing the credit hours pursued by the number of credit considered to be full-time by the school. The resulting percentage is the student’s rate of pursuit (ROP). – Rate of Pursuit is used to determine the monthly housing payment & entitlement charge at an IHL (along with eligibility percentage) – Must be GREATER than 50% ROP to get housing – Rounded up/down for payment, as applicable Example: 12 credits = FT, 7 credits over standard term, eligible at 100% tier 7/12 =. 58 BAH is paid at 60% of the full time rate due to rounding NOTE: Student is charged 58% of a month for each full month of training VETERANS BENEFITS ADMINISTRATION 61
STANDARD TERM Rate of Pursuit when FT = 12 cr IMPORTANT: This is for a student eligible at 100%. IMPORTANT If less than 100% BAH will also be prorated by eligibility % VETERANS BENEFITS ADMINISTRATION 62
TRAINING TIME vs RATE OF PURSUIT Training Time – NON CH 33 Rate of Pursuit – CH 33 Students monthly payment & entitlement Charge is determined by their Training Time Students monthly housing payment & entitlement charge determined by ROP Rates change 10/1 each year Rates change 8/1 each year The only time T&F are required is: NET T&F are always required - CH 30, 35 & 1607 who are < ½ time - Ch 30 & 1607 on active duty VA rounds up/down for ROP % payable Example: CH 30 student 12 credits = FT Full time rate is $1857 Student enrolled in 6 -8 credits Monthly rate is $928. 50 VETERANS BENEFITS ADMINISTRATION Example: 100% eligible CH 33 student 12 credits = FT FT rate for zip code is $1020 - Student enrolled in 6 credits NO BAH - Student enrolled in 7 credits $612/mo (60%) - Student enrolled in 8 credits $714/mo (70%) * If the student is less than 100% eligible, payment would be further prorated 63
How to Calculate Non standard terms (Page 55 of SCO Handbook) Standard Terms: Semester school: 15 – 19 weeks Quarter school: 10 – 13 weeks 1. How to calculate length for a nonstandard term: Count the actual days and divide by 7 Important: Round up weeks if result is. 5 or higher EX: 5/21 to 6/23 = 34 days 34/7 = 4. 8 So this is a 5 week term for VA VETERANS BENEFITS ADMINISTRATION 64
How to Calculate Equivalent Credits during Non standard terms 2. How to Calculate “Equivalent Credits” for nonstandard terms: Semester School: credits x 18/weeks Quarter School: credits x 12/weeks Ex: 3 credits during a 5 week term: Semester: 3 x 18/5 = 10. 8 Quarters: 3 x 12/5 = 7. 2 Equivalent to 10 credits Equivalent to 7 credits NOTE: SCO reports ACTUAL credits, VA will do the calculation Do not round credits up TIP: I have a spreadsheet that will calculate nonstandard terms TIP VETERANS BENEFITS ADMINISTRATION 65
Non standard terms ~ CH 33 3. If it’s a CH 33 you have to then determine the Rate of Pursuit (ROP) Semester School: credits x 18/weeks Quarter School: credits x 12/weeks Ex: 3 credits during a 5 week term: Semester: 3 x 18/5 = 10. 8 Equivalent to 10 credits 10/12 =. 83 ROP Will pay 83% of BAH Quarters: 3 x 12/5 = 7. 2 Equivalent to 7 credits 7/12 =. 58 ROP Will pay 60% of BAH TIP: Anytime the number of credits is equal to or greater than the length of the term , the student is full time. EX: 4 or more credits over a 4 week term etc. VETERANS BENEFITS ADMINISTRATION 66
Hybrid & Remedial Deficiency (Page 52 of SCO Handbook) . HYBRID Classes (ie part online/distance ed and part in class) – There is no such thing as hybrid for VA payment purposes – If it meets the definition of a resident class its certified as resident. If it does not meet the definition, its certified as distance – The Definition of a Resident Class: • The class must have regularly scheduled class sessions at least once ever two weeks • The total number of hours of classroom instruction must be equal to or greater than the number of credits awarded Example: 3 credits over a 16 week term must meet at least 48 total hours Example: 3 credits over a 5 week mini term must meet at least 15 total hours. Remedial/Deficiency courses - Cannot be certified if any part is online/distance - VA has recently ruled that rem/def courses do meet the resident requirement if: - Students are working on the same material independently on computers & - Re in a classroom setting with an instructor present to assist and answer questions VETERANS BENEFITS ADMINISTRATION 67
QUESTIONS VETERANS BENEFITS ADMINISTRATION 68
Maintain Student VA Records & Make Available to VA & SAA (see SCO Handbook starting on page 111) • Make available all school records (VA & non-VA) to representatives of the SAA and VA – – You may or may not have a compliance survey conducted each year Your survey may be conducted by SAA or VA You will be contacted ahead of time by SAA or VA to confirm the date Page 111 -112 of the current SCO Handbook provides more information • When you are contacted about your Compliance Survey, please respond ASAP, as scheduling is affected • Retain file of VA papers submitted & records of academic progress, program pursuit, etc. for at least three years after student’s last date of attendance. • Insure that your records are kept in a safe place and that the privacy of your VA students is protected. VETERANS BENEFITS ADMINISTRATION 69
A school’s file for a VA student should contain: • Official transcripts from previous schools AND evaluations of prior credit - GA SAA generally allows 2 terms/months of certification while the student is obtaining official transcripts • Student’s school application, program outline, a curriculum guide or graduation evaluation form • Copies of School Paperwork – – Grade reports drop slips registration slips (for those courses dropped during drop/add) your school’s transcript • Tuition and fee charges (if applicable) • Copies of all VA paperwork – Enrollment certifications – Notices of changes of enrollment VETERANS BENEFITS ADMINISTRATION 70
Maintain Student VA Records & Make Available to VA & SAA • Additional responsibilities required of a Yellow Ribbon school: • Develop & document a process for the first comefirst served enrollment of students into the YR Program • Certify in accordance with the school’s YR agreement • Track the number of students enrolled under YR • Track the annual amount of tuition and fees VETERANS BENEFITS ADMINISTRATION 71
A School’s File For A VA Student: • CAN be housed electronically if: – It is easily understood and accessed by VA and/or SAA for a compliance survey • Is NOT required by VA to contain: – – A copy of the student’s VA application (VONAPP, 22 -1990 or 22 -5490) A Certificate of Eligibility (COE) TOE documentation A DD Form 214 NOTE: Many students will not even have a DD 214 or COE • A school can ask the student for the above documents if they feel they are necessary, such as a COE for CH 33 students showing their eligibility percentage but: - As they are not required by VA you should not hold certification for more than 30 days after the start of the term if not received VETERANS BENEFITS ADMINISTRATION 72
Assist VA Students • When asked, help veterans & dependents fill out applications/forms – Can be done electronically through VONAPP on the GI Bill website • If student cannot resolve pay problems, assist through VA channels – – Students should call 1 -888 -442 -4551 SCOs should call 1 -855 -225 -1159 Students & SCOs can email VA though the Ask a Question section of the GI Bill website ONLY SCOs should contact ELR or ECSS • Disseminate and/or post information on VA education benefits and programs, and contact points – Please remove my contact info if you post a bulletin I have sent • Insure that VA students are fully aware of their responsibilities to the school and VA VETERANS BENEFITS ADMINISTRATION 73
Assist VA Students: Wave SCOs can view some of this info on the “VA Data” Tab in VA Once • On WAVE, via the GI Bill website, students can: – Verify their enrollment to release monthly payment • They cannot verify until VA processes their award! – – – View remaining benefits & delimiting date Update address/email/EFT Set up a monthly reminder to verify attendance Check for pending documents View their last processed award (incl. Monthly rate) • Can be printed & used for Fin. Aid purposes NOTE: CH 33 & CH 35 students cannot use WAVE VETERANS BENEFITS ADMINISTRATION 74
Assist VA Students: e-benefits Students can register for a Basic or Premium e-benefits account but must be enrolled in the Defense Enrollment Eligibility Reporting System (DEERS) to obtain either account type • On e-Benefits, students can: – – Obtain up to date information on their educational entitlement Update their Direct Deposit and personal contact information Download VA letters and personal documents Viewing the current status of their payments (both education and disability) VETERANS BENEFITS ADMINISTRATION 75
What Can You do to Help Me Help You? • Please do not leave a voicemail/call about the same issue multiple times • Email rather than call if possible – – • It is often hard to reach me on the phone If it is something I need to research I can have the answer for you when I respond You have a written answer to provide for your school/student You have a written answer that you can refer back to in the future • Please include email string if possible if you are following up regarding a prior inquiry If you email me or leave me a voice mail include the student’s name/last 4 – – If it is a CH 35 student please let me know Double check the spelling of the name • If you email me or leave me a voice mail include the term(s) you are asking about • If you email me or leave me a voice mail include your phone number • If you submit an 8794 ensure it is complete (addition or deletion of an SCO) – It must be signed and dated – All SCOs must be listed – not just new SCOs – A private email address must be listed for each SCO – If you list employees that only need to be able to call VA please annotate that VETERANS BENEFITS ADMINISTRATION 76
Who To Contact PLEASE DO NOT GIVE OUT MY CONTACT INFORMATION TO STUDENTS Please do share my bulletins with students when appropriate after removing my contact info Please do share my bulletins with other offices at your school who may have a use for the information If you share my contact info with other offices at your school, please tell them to not share my contact info with students. VETERANS BENEFITS ADMINISTRATION 77
Who To Contact • General questions/cert status inquiries: * SCOs ONLY* • Student specific T&F questions & Hardship cases: “Right Now Web” Ask a Question section of the GI Bill website You can set up an account and attach documents • VA ONCE, Certification or more complicated issues: Me tracey. gross@va. gov or 404 -929 -3109 • Approval questions call or email your Compliance Coordinator at the State Approving Agency: 404 -656 -2306/2322 • Compliance issues contact Bill Humble, Mike Rogers, “The Atlanta 6” the SAA Compliance Coordinators who did your survey NOTE: They are often out of the office so please allow them time to respond • ALL Chapter 31 issues call the Voc. Rehab. Counselor VETERANS BENEFITS ADMINISTRATION 78
Questions? www. benefits. va. gov VETERANS BENEFITS ADMINISTRATION 79
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